Going Corporate: Meeting Checklist

Monday December 4th, 2017

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Annual company meetings are nerve-racking. Everyone who is involved, directly and indirect, are in a state of disarray and panic. As the day of the meeting looms in, the level of anxiety undoubtedly increases as well. All departments are busy planning, preparing, and making sure that every detail is double-checked. After all, this meeting will determine the over-all strategy and help dictate where the company is heading.

Despite the unfavourable impression most employees would feel towards annual conferences, this should be an invigorating moment. Companies should consider this as a perfect opportunity to communicate gratitude to all employees who keeps the business running. After all, resource (also known as manpower) is the most important part of keeping a company working 24/7. The management should utilise this time as a way to highlight all the successful endeavour of the employees, recognise the hard work placed by the teams, and celebrate all achievements that led the company to its goals.

In the end, meetings should be a source of pride for both employees and management team. Of course, these types of conferences usually tackle hard issues and underlying problems in the company, and may not be always on the positive side of things. But being able to discuss it and come up with a strategy or resolve is already an accomplishment in terms of agenda.

Now, the impressions about such corporate events may not easy to change but we can always have the chance to alter the course of the convention — from horrendous to successful — by following a checklist. To turn all efforts put into preparing for an event more worthwhile, here are some items you need to include in your list.

Setting the benchmarks

This is where it all begins. Prior to even choosing a date, management must first be able to determine the agenda of the meeting. The agenda will serve as the backbone at how the event will play out and will also affect the decisions for other aspects of the conference. Is this purely to discuss the current situation of the company? Will this include strategy leading up to the company’s goal in the next five years? Or will this be a sort of corporate retreat to be able to bond together better as a team [See Samujana’s Executive Retreat services]. Keeping the focus on what really is urgent and important is a sure fire way to make the event manageable.

After checking this out of the to-do tasks, it is helpful to already draft a programme based on the objectives and purpose of the meeting. This way, you can already have an idea how to delegate responsibilities to different departments.

Identifying the basics

Now that you already have a structure for your conference, it is now time to cover all the necessary items off your list. First to actually do is come up with an initial budget from the preparation leading up to the event itself. If you have previous data on the costs, you can use that as a reference to arrive at near accurate estimates. You also need to double check the schedules of all important guests and the top management in order to plot the event date. Better prepare optional set of dates to manage unexpected shift in schedules.

This is also where you need to take into consideration all other important things such as special requests that needs more time to be prepared.

Samujana can help sort out other important items you might have overlooked. Coordinate with any of our Villa Manager for a thorough and prompt assistance to any of your corporate event.

Have a contingency plan

Similar to any events, whether for a small group of company or on a national scale, those preparing for the meeting should always have Plan B to Z ready for anything unfortunate that will happen. A high-level of foresight should be utilised in order to avoid delays or ultimately hamper the conference from actually happening. Though this would entail added effort, time, and resources this is a better option rather than letting all the planning and preparation go to waste.

A venue that has it all

One of the most crucial ingredient in making an event successful is the venue. Choosing a venue that already possess all the facilities will definitely help out to achieve the desirable event result. This is also a great avenue to be a little bit more creative and stepping out of the usual boardroom. It has been noted that a new environment invigorates the mind thus allowing a more participative nature from attendees.

Just like what Samujana offers. It is not just another location. With a plethora of open spaces, breakout areas, cinematic features for a superb presentation — it is a destination fit for any meeting agenda.

These are just some of the imperative things one must think of, regardless of the event. But a great way to always think of corporate events and meetings is this: a well-thought of conference is also a sign that employees are being taken care of and that the company acknowledges the passion and commitment of its people.